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City of Mount Dora

info@ci.mount-dora.fl.us

510 N Baker St, Mount Dora, FL, 32757, US

CITY OF MOUNT DORA

SPECIAL EVENT PERMITTING PROCESS

  1. Event application is submitted to the Special Event Coordinator for review and processing. Depending on the size and/or frequency of the event, the “applicant” must allow a minimal period of one hundred and twenty (120) days for proper review and processing.

  2. As part of the review of the application, the special event plan is either drafted or a current one is modified. The special event plan contains such details as road closures, anticipated attendance, parking and non-parking areas and staffs’ roles with responsibilities.     

  3. Consult with department’s staff members from Police, Fire, Public Works and Parks regarding logistics and public safety, which includes:

    1. For new events, a preliminary meeting is scheduled with the Police department to best coordinate proper staffing.
    2. A continuous review from public safety may still occur in areas that effect pedestrian and vehicular clearance. 
    3. If sales of alcohol are requested, the Chief of Police must sign off on acceptance of all proper documents (license, site map and insurance). Alcohol licensing and alcohol liability insurance must be received by the Event Coordinator within two (2) weeks following the submittal of event permit application. When required, a “Temporary Extension of Premises” approval from the State shall be submitted at time of the application. Failure to do so, may cause the applicant to forfeit the opportunity to have alcohol sales.
    4. A list of food vendors and/or food trucks must be submitted by the applicant to satisfy the guidelines of the Health, Fire and Police Departments no later than thirty (30) days prior to the event.
    5. Consideration of impact on residence(s) and downtown merchant properties.
    6. Review of the electrical needs of the event.
    7. Communication with Parks and Recreation Director on overall status of event preparation.
  4. Responsibilities of event applicant:

    1. Meet with the City Manager or his/her designee to review public service expenses for a request of approval.
    2. Submit the general liability insurance policy, naming the City of Mount Dora as an additionally insured at least sixty (60) days prior to the event start date.
    3. Receive invoice from Public Services two (2) weeks prior the event.
    4. Conduct a final event walk through with the event sponsor and special coordinator five (5) days prior to the event.
    5. Execute the event.
    6. Following the event, translate notes for further discussion and consideration of following year’s event.
 
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Special Event Application

Thank you for choosing the City of Mount Dora, the Festival City, as the hosting location for the Special Event you are planning. Please complete this application, in its entirety, and submit it to the city at least one hundred and twenty (120) days prior to the event start date. This application can be submitted electronically or printed and mailed to:

City of Mount Dora
Cultural & Special Events Division
900 North Donnelly Street
Mount Dora, FL  32757
 

If you have additional questions, please call (352) 735-7183 or email carsonc@cityofmountdora.com

Please provide the City with additional information regarding your event by checking off the item(s) that pertain to your event in sections A-F. Any services you require from the City are listed in Section E. Any other specific information about your event not previously covered or any need additional space required to explain your event can be done in Section H. Do not forget to attach a diagram of your event.

REQUIRED PERMITS

If your event includes Cooking, Alcohol Sales or Fireworks Display click on the the appropriate permit(s) below:

       Cooking Food in Tents Permit

       Cooking in Food Trucks/Trailers Permit

       Alcohol Sales Permit

       Fireworks Permit

Please Provide Additional Information Below

Please Provide Additional Information Below

Upload a diagram or map of the proposed event below.

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IF APPLYING AS A NON-PROFIT ORGANIZATION:

FEES AND OTHER AGENCY PERMIT/LICENSES:

Please be aware that liquor licenses, business licenses, sign permit and other regulatory requirements may be necessary are the responsibility of the Applicant. However, some permits are covered under the umbrella of the special event permit and it is advised that you check with the Special Events Coordinator for compliance. In addition, the Special Event Application fee supplemental Public Service fees are payable in advance of the event upon City approval and billing. As part of the Special Event Plan developed by the Special Event Coordinator, changes to requested services may be imposed by the City.

 

Administrative Fees:

Significant events:             $550.00  (entire down area/150,000 + attendance)

Large events:                    $350.00  (50,000 + attendance)

Medium events:                 $250.00  (25,000 + attendance)

Small events:                    $  75.00  (5,000 + attendance)

ADDITIONAL ATTACHMENTS: (REQUIRED FOR NON-PROFIT ORGANIZATIONS)
 

Non-Profit Organizations submit a 501 IRS Determination letter in box below.  

INSURANCE REQUIREMENTS

INSURANCE REQUIREMENTS:  The applicant will supply Certificate(s) of Insurance naming the City of Mount Dora as additionally insured in the following manner:  “the City of Mount Dora, its agents, officers, officials, employees and volunteers are hereby named as additional insured as their interest may appear”.  The applicant will also ensure that the City of Mount Dora, as the certificate holder, is provided a 30-day written notice if the insurance policy is cancelled or modified before the expiration date. All insurance policies provided shall be issued by insurance companies licensed to do business in the State of Florida and shall be rated with an A- or better rating in the most current edition of A.M. Best’s Key Rating. The City of Mount Dora shall be listed as certificate holder in the following manner:

City of Mount Dora
510 N. Baker Street
Mount Dora, Florida 32757

All applicants must obtain Commercial General Liability insurance with limits of no less than $1,000,000 per occurrence to protect the City of Mount Dora, its agents, officers, officials, employees and volunteers, the Lessee, and any subcontractor from claims for damages for personal injury, including accidental death, and from claims for property damage that may arise from the Lessee’s operations, whether performed by Lessee itself, any subcontractor, or anyone directly or indirectly employed by either of them.  If the applicant, or any of its vendors, offers for sale or distribution any products (food, beverages, souvenirs, etc.), then product liability insurance with limits of no less than $1,000,000 per occurrence will be required. Vendors will also be required to afford the statutory limits of worker’s compensation insurance protection to its employees.  If the vendor is the holder or sponsor of the event, the vendor will afford worker’s compensation insurance protection to any City of Mount Dora off duty employees hired by the event.  If automobiles or any other licensed motor vehicles are used as part of the event, Automobile Liability insurance with limits of no less than $1,000,000 per occurrence will also be required. If the sale or consumption of alcoholic beverages at the event is authorized, then Liquor Liability insurance with limits of no less than $1,000,000 per occurrence is required.  Other types of coverage and limits may be required by the City of Mount Dora, depending upon exposure as assessed by the City’s Risk Management Department.

COPYRIGHT LAW: Licensee assumes all costs arising from the use of patented, trademarked or copyrighted materials, equipment, devices, processes, or dramatic rights used on or incorporated in the conduct of any event covered under the agreement and licensee agrees to indemnify and hold harmless devices, processes or dramatic rights furnished or used by licensee in connection with the agreement and will defend the City from any such suit or action, regardless of whether it is groundless or fraudulent. 

CERTIFICATION BY APPLICANT

I certify that I have read this application and that all information contained in this application is true and correct.  Any falsehoods or misrepresentations will constitute a criminal violation of the City of Mount Dora Code of Ordinances. I agree to comply with and be bound by any and all applicable provisions of the City Code. I further agree to comply with all Special Event Policies and Guidelines. I understand the event may be cancelled by the Chief of Police or The Fire Chief should any conditions/stipulations of the permit or City Ordinance or State Statute be violated. I certify that I am authorized by the organization named herein to act as its agent for the herein described activity. I also have received the notice informing me of my responsibilities and obligations should I cancel the event.  By filing this application, I, and the organization on whose behalf I make this application, contract and agree that we will jointly and severally indemnify and hold the city harmless against liability, including court costs and attorneys' fees for trial and on appeal, for any and all claims for damage to property or injury to, or death of persons arising out of or resulting from the issuance of the permit or the conduct of the activity or any of its participants.

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